Creating employees

<< Prev   Next >>

To create an employee:

  1. Go to Payroll.
  2. Under HR recordkeeping, click Employees.
  3. In the Employees catalog, do one of the following:
    • To create an employee from scratch, click Create. Then go to step 4.
    • To save time on an employee's details input, copy the existing employee's details. To do this, select an employee line and click copy_icon.png. Then edit the employee's card fields and save the changes. For the description of the fields, see the steps below.
  4. In the Employee data (creation) window, enter or select the following:
    Field Description
    Full name An employee's full name. It is shown in the payroll documents and reports.
    Employee ID A unique employee's identifier. It is shown in the payroll documents and reports.
    The Employee ID is automatically generated when you save the employee details. You can edit it.
    You can find an employee by ID in the Employees catalog.
    Employment The setting for tracking primary and secondary employment. Select either of the following:
    • Primary. Indicates that an employee has primary employment. For example, a full-time accountant.
    • Secondary. Indicates that an employee has secondary employment. For example, a part-time accountant.
    The setting is available if the Use secondary employment checkbox is selected in Settings > Payroll.
    Link the employee to an individual Indicates that an employee is an individual whose personal data (such first name, last name, and date of birth) is stored in the individual's card. For details, see Individuals catalog.
    Select the checkbox if you want to do both of the following:
    • Link the employee's card to an individual's card. This is applied for tracking primary and secondary employment. In this case, 1C:Drive automatically checks that the same individual has only one primary employment (the individual's card is linked to a single employee's card with the Primary employment selected).
    • Include an employee's personal data in the employee's card.
    Create an employment contract for the employee Select the checkbox if you want to specify the employment contract details for an employee.
  5. Click Next.
  6. If the default type of accounting is applied (the Use default type of accounting is selected in Settings > Company), in the Employee data (creation) window, specify the GL account details:
    Field Description
    Payroll payable A GL account for recording amounts payable to employees according to the payroll documents. By default, it is prefilled with the Payroll payable GL account from the Default GL accounts list. You can select another GL account.
    Advance holders receivable A GL account for recording advance payments to be made to employees. By default, it is prefilled with the Advance holders payable GL account from the Default GL accounts list. You can select another GL account.
    Advance holders payable A GL account for recording advance payments to be returned by employees. By default, it is prefilled with the Advance holders receivable GL account from the Default GL accounts list. You can select another GL account.
  7. Click Next.
  8. If the Link the employee to individual checkbox is selected on step 4, in the Individual linked to employee window, fill in the employee's personal data. Use either of the following options:
    • If the individual's card with the personal data is not created yet, select Create an individual. Then fill in the individual's first name, last name, date of birth, and gender.
    • If the individual's card already exists, select Link the employee to the existing individual and select an individual.
  9. Click Next.
  10. If the Create an employment contract for the employee checkbox is selected on step 4, in the Employment contract window, fill in the following details:
    Field Description
    Employment date The date when an employee was hired. Starting from this date, an employee's working hours can be automatically filled in a timesheet.
    Currency The currency of an employee's earnings and deductions. It is applied to fill in the payroll documents.
    The field is available if the Foreign exchange accounting checkbox is selected in Settings > Cash management.
    By default, the field is prefilled with the functional currency from Settings > Cash management.
    The list of currencies is based on the Currencies catalog.
    Company The company that hired an employee.
    The field is available if the Manage multiple companies checkbox is selected in Settings > Company.
    The list of companies is based on the Companies catalog.
    Department The department an employee is a member of.
    The field is available if the Accounting by business units checkbox is selected in Settings > Company.
    The list of departments is based on the Departments catalog.
    Position An employee's position in a company.
    The list of positions is based on the Positions catalog.
    Work schedule An employee's work schedule. It is for reference purposes only.
    The list of work schedules is based on the Resource availability templates catalog.
    FTE An employee's full-time equivalent (FTE). It is applied for calculating the following:
    • The employee's total hours worked in a timesheet.
    • The employee's pay in a payroll document.
    For example, an employee's hourly pay rate is 10, hours worked are 8, and the FTE is 2. This FTE indicates that the employee has a double workload. Then:
    • Employee's total hours worked = 8*2 = 16
    • Employee's pay = 16*10 = 160.
    The FTE field is available if the Use headcount budget checkbox is selected in Settings > Payroll.
    Increase FTE automatically Indicates whether the FTE of the selected position is increased automatically in the headcount budget. The increased FTE means the increased number of employees that can hold the position in a company. Select the checkbox to increase this number.
    For example, a company has the accountant position with the FTE = 1 and an employee with this position already exists in 1C:Drive. Then, to create another employee with this position, you will need to increase the position FTE.
    The Increase FTE automatically field is available if the Use headcount budget checkbox is selected in Settings > Payroll.
  11. If the Create an employment contract for the employee checkbox is selected on step 4, in the Hiring (earnings and deductions) window, click Add and fill in the following details:
    Field Description
    Earning or deduction type The type of an employees earning or deduction.
    The list of values is based on the Earnings and deductions catalog.
    Amount The amount of money paid according to the selected type of earning or deduction. The amount currency depends on whether multiple currencies are applied (the Foreign exchange accounting checkbox is selected in Settings > Cash management). The currency is one of the following:
    • If multiple currencies are applied, the currency matches the currency specified on step 10.
    • If multiple currencies are not applied, the currency matches the presentation currency of the employee's company.
    Cost account The GL account for recording payroll expenses.
    The GL account list is based on the Primary chart of accounts.
    The field is available if the default type of accounting is applied (the Use default type of accounting checkbox is selected in Settings > Company, under Accounting).
  12. Click Next.
  13. In the Data recorded window, do either of the following:
    • To save the employee's details, click Finish.
    • To save the employee's details and register the employee as the 1C:Drive user, select the Create application user checkbox and click Finish. Then specify the user details and save them.

<< Prev   Next >>

Icon/Social/001 Icon/Social/006 Icon/Social/005 Icon/Social/004 Icon/Social/002